General Government & Information Technology

MAYOR TRUSTEES George D. Alpogianis John C. Jekot Joe LoVerde ACTING Danette O’Donovan Matyas VILLAGE MANAGER Denise M. McCreery Hadley Skeffington-Vos Craig Niedermaier Dean Strzelecki VILLAGE CLERK Marlene J. Victorine MEETING MINUTES General Government / IT Committee Remote Participation June 8, 2021 – 9:00 a.m. The General Government / IT Committee meeting was held on Tuesday, June 8, 2021, virtually. The meeting was called to order at 9:01 a.m. by Chairman Niedermaier. Members Present: Chairman Craig Niedermaier Acting Village Manager Hadley Skeffington-Vos IT Director Bill Shaw Resident Jeff David Staff Present: Kathy Thake, Assistant to the Village Manager Marlene Victorine, Village Clerk Patrick Byrne, Assistant Liquor Commissioner Joana Ardelean, Sr. HR Manager John Melaniphy, Economic Development Director Evangeline Alpogianis, HR Generalist Katie Schneider, Community Engagement Coordinator Mitchell Johnson, Communications Coordinator Conor Schultz, Finance Management/Budget Analyst Andrew Vitale, Senior GIS Coordinator Bob Pilat, Assistant to the Director of Public Works Bob Greiner, Deputy Fire Chief Ana Elizarraga, Community Development Management Analyst Margaret Keating, Executive Assistant / Deputy Village Clerk Approval of Minutes Acting Village Manager Hadley Skeffington-Vos made a motion, seconded by IT Director Bill Shaw, to approve the Minutes of the General Government / I.T. Committee Meeting held on May 11, 2021; on voice vote all concurred. 1000 Civic Center Drive Niles, IL 60714 Phone (847) 588-8000 Fax (847) 588-8051 WWW.VNILES.COM New Business a. Recommendation of a contract with GovHR for a Classification and Compensation study in the amount of $22,250 Acting Village Manager, Hadley Skeffington-Vos introduced the proposed contract for the GovHR Classification and Compensation Study. The Classification and Compensation Study was originally planned and budgeted for the previous fiscal year for $20,000, but due to the COVID-19 Pandemic was delayed and is now slightly over budget at $22,250. Joellen Cademartori of GovHR gave a brief presentation of what is taken into consideration with the study and the of the study timeline. Acting Village Manager, Hadley Skeffington-Vos moved for Committee Approval of a contractual agreement with GovHR for a Classification and Compensation study in the amount of $22,250, seconded by IT Director Bill Shaw. On voice vote, the roll call was: YEAS 4 Niedermaier, Skeffington-Vos, Shaw, David NAYS 0 ABSENT 0 ABSTAIN 0 There being 4 affirmative votes, the MOTION CARRIED. b. Recommendation of a contract with Securance Consulting in the amount of $31,620 for an Organizational Audit and Staffing Analysis of Information Technology Operations Acting Village Manager, Hadley Skeffington-Vos introduced the proposed contract with Securance Consulting in the amount of $31,620 for an Organizational Audit and Staffing Analysis of Information Technology Operations. Staff released an RFP for proposals for an I.T. Organizational Audit and Staffing Analysis on March 3, 2021 and a committee of staff selected the most qualified vendor. Staff firmly believes that this study is needed to improve the Village’s I.T. Department and increase security and efficiency for the Village. IT Director, Bill Shaw asked to note of the IT department’s concerns of possible outsourcing. Paul Ashe of Securance Consulting gave a brief presentation on the assessment and evaluation of an organization's hardware, software, and Information Technology processes, as well as, the importance of security. Acting Village Manager, Hadley Skeffington-Vos moved to recommend to bring to the Board of Trustees for Approval of the Resolution Authorizing a Contractual Agreement with Securance LLC for an Organizational Audit and Staffing Analysis of General Government / IT Committee June 8, 2021 2  Information Technology (I.T.) Operations in the Amount of $31,620, seconded by IT Director Bill Shaw. On voice vote, the roll call was: YEAS 4 Niedermaier, Skeffington-Vos, Shaw, David NAYS 0 ABSENT 0 ABSTAIN 0 There being 4 affirmative votes, the MOTION CARRIED. c. Recommendation of a contract with AchieveIt for performance measurement and Integrated Plan Management software Acting Village Manager, Hadley Skeffington-Vos introduced the proposed contract with AchieveIt for performance measurement and Integrated Plan Management software. The Village’s Performance Measures program was implemented with the goal of ensuring quality service and transparency of Village services and programs. An RFP was issued on February 17, 2021, and five proposals were received. A committee of staff from various departments selected the most qualified vendor. Amanda Cyr of AchieveIt gave a brief presentation of AchieveIt’s performance measurement and Integrated Plan Management plans and processes. The Committee that was compiled to review the proposals contributed to a discussion and answered questions from the General Government / IT Committee. Acting Village Manager Hadley Skeffington-Vos, moved to recommend to bring to the Board of Trustees for Approval of the Resolution Authorizing a Contractual Agreement with AchieveIt Online, LLC for Performance Measure, Planning and Reporting Software in the Amount of $25,000 per Year for a Period of Three Years, seconded by IT Director Bill Shaw. On voice vote, the roll call was: YEAS 4 Niedermaier, Skeffington-Vos, Shaw, David NAYS 0 ABSENT 0 ABSTAIN 0 There being 4 affirmative votes, the MOTION CARRIED. d. Resolution Authorizing a First Amendment to Tower and Site Lease Agreement with T-Mobile Central LLC Located at 8360 West Dempster Street Assistant to the Village Manager, Kathy Thake introduced the proposed Resolution Authorizing a First Amendment to Tower and Site Lease Agreement with T-Mobile Central LLC Located at 8360 West Dempster Street. In response to a T-Mobile and Sprint merger, all ground leases are being reevaluated by T-Mobile including the site lease at the Niles Fire Department. The terms negotiated are favorable to the Village General Government / IT Committee June 8, 2021 3  and will generate income resulting in anticipated revenue of $1,175,897.82 over the course of the 20-year term. Acting Village Manager, Hadley Skeffington-Vos moved to recommend to bring to the Board of Trustees for Board Approval of a Resolution Authorizing a First Amendment to Tower and Site Lease Agreement with T-Mobile Central LLC Located at 8360 W. Dempster Street, seconded by Resident Jeff David. On voice vote, the roll call was: YEAS 4 Niedermaier, Skeffington-Vos, Shaw, David NAYS 0 ABSENT 0 ABSTAIN 0 There being 4 affirmative votes, the MOTION CARRIED. Comments from the Public None. Next Meeting July 13, 2021 Adjournment Motion to adjourn was made by Acting Village Manager, Hadley Skeffington-Vos, seconded by Resident Jeff David; all concurred and the meeting adjourned at 10:05 a.m. Margaret Rose Keating General Government / IT Committee Secretary General Government / IT Committee June 8, 2021 4